Job Scheduling / Routing: Lesson 1 - Creating Maintenance Jobs
This article explains how to use Notes across Jobs, Customers, and Assets in Zuper, including how associations determine where notes appear and how to link notes to multiple records.
Maintenance jobs are the backbone of keeping customer equipment reliable and service histories organized. Creating maintenance jobs correctly ensures your team can schedule efficiently, communicate with customers, and maintain accurate service records.
Understanding the workflow — from job creation to customer approval — is key to running preventative maintenance at scale.
Creating a Maintenance Job
There are multiple ways to create a job in Zuper. We suggest using one of the following 3:
Method 1 — From the Global Create Button
Click New in the top left corner of the screen, then select Job.
Method 2 — From the Jobs Page
Navigate to the Jobs screen, then click the red Create Job button in the top right.
Method 3 — From the Customer / Asset Page
Navigate to the specific customer or generator you want to create the job for. On the upper left side under the Customer/Asset name, there is a red "New" button
All options open the job creation window.
Step-by-Step: Creating the Job
1. Choose the Job Category
The Job Category acts like a template for the job.
Each category can control things like:
• Job color (for easier identification on the schedule)
• The list of available job statuses
• Estimated job duration
• Required technician skills
For example:
A category called Liquid Cooled Maintenance may require the technician skill:
“Liquid Cooled Certified”
Only technicians with that skill on their profile will be eligible for assignment, which makes routing and scheduling easier later.
Selecting the correct category ensures the job follows the correct workflow.
2. Enter the Job Title
The Job Title is searchable inside Zuper, so it should contain the key information you might need to search for later.
Think of the title as a searchable label.
If you may want to find the job by:
• Customer name
• City
• Address
• Job type
Include that information in the title.
Example Format
Air-Cooled Maintenance – John Smith – Boulder
This makes it easy to quickly locate jobs later.
3. Choose a Scheduled Date
When creating maintenance jobs, you should always select a Scheduled Date.
The Due Date should typically be ignored for maintenance jobs.
Why?
Due dates are better used for things like:
• Sales leads
• Quotes
• SLA-based response deadlines
Maintenance jobs require scheduled time blocks so Zuper's routing system can plan technician routes.
If a job only has a due date, the routing system cannot properly place it into a technician’s schedule.
Choosing a Scheduled Date ensures the job can later be routed using the AI routing feature.
4. Choose the Customer
Select the customer record associated with the maintenance.
This connects the job to the customer’s history and allows the system to pull in related information.
5. Add the Asset
Attach the generator or equipment asset being serviced.
This is critical for:
• Tracking maintenance history
• Recording technician notes
• Managing warranty or service details
Assets allow maintenance records to follow the equipment itself, not just the job.
6. Click Create
Once these fields are completed, click Create.
The job is now created in the system.
Understanding Maintenance Job Statuses
When a job is first created, it will automatically be placed in the Needs Scheduling status.
Understanding what each status represents helps your team know exactly where a job is in the process.
Needs Scheduling
This is the default status for newly created jobs.
At this stage:
• The job has not been scheduled
• The job has not been routed to a technician
• The customer has not been contacted
Think of this status as the planning stage.
The job exists in the system but no action has been taken yet.
Preparing to Contact Customers
Before scheduling maintenance visits, most teams want to confirm the customer is ready for service.
To do this, you will contact customers in bulk.
Step 1 — Filter the Jobs
Navigate to the Jobs screen.
Use filters to narrow the list of jobs you want to contact.
Typical filters might include:
• Job Category → Air-Cooled Maintenance
• Date Range → This Month or Next Month
This creates a list of customers who should be contacted for upcoming maintenance.
Step 2 — Bulk Select the Jobs
Use the checkbox at the top left of the job table to select all visible jobs.
Once selected, the Bulk Actions menu will appear at the bottom of the screen.
Step 3 — Send the Pre-Schedule Email
From the Bulk Actions menu choose:
Update Status → PreSchedule Email
This triggers an automated process.
Customers will receive:
• An email
• A text message
Both include a link to a form where they can approve or decline the maintenance visit.
This allows customers to easily confirm service without needing phone calls for every appointment.
Customer Response Statuses
Once the PreSchedule Email is sent, the job status will update automatically based on the customer's response.
Customer Approved
If the customer approves the maintenance request:
The job status updates to Customer Approved.
This means:
• The customer has agreed to the service
• The job is ready to be scheduled and routed
These jobs are now ready for the scheduling and routing phase.
Customer Declined
If the customer declines the service:
The job status updates to Customer Declined.
This indicates:
• The customer does not want maintenance at this time
• The job should not be scheduled
You may want to follow up with the customer later or mark the job accordingly.
No Response
Sometimes customers will not respond to the approval request.
If time passes and you still have jobs waiting for approval:
Your team will need to follow up manually.
This can include:
• Calling the customer
• Sending an additional email
• Sending a text message reminder
This ensures the maintenance schedule continues moving forward.
What Happens Next?
Once customers approve their maintenance visits, those jobs can move into the scheduling and routing process.
Technicians can then be assigned and routes can be built using Zuper’s routing tools.
Scheduling and routing will be covered in the next lesson.
Best Practices for Creating Maintenance Jobs
• Use consistent job title formatting for easier searching
• Always select a Scheduled Date, not just a Due Date
• Attach the correct asset for accurate maintenance history
• Use job categories correctly so technician skills and workflows apply automatically
• Use bulk actions to contact customers efficiently
Following this process keeps maintenance scheduling organized and scalable.
Support & Help
For any questions or issues with this process 👉 Submit a Support Ticket